Board Meeting Highlights - 2004

Full minutes of board meetings can be received through the property management office. Click here for that contact information. From this section, you can review highlights from board, annual, and special meetings.

Oct 4th, 2004 (Board Meeting)

• Before the board meeting, the association had an open table discussion about the development of the property adjacent to Marshall Heights. Many homeowners were present along with a representative from Whitestone Investments. The development plans were reviewed, which entails 11 units. A zoning hearing is scheduled to occur with Fairfax County on Oct 21st . Providing that approval of the zoning is given it could be six months before construction would start
• Electronic copies of the association documents have been typed. Pricing is being researched for professional editing.  
• Discussed architecture issues and concerns about the house number plates needing to be painted.  The board is supporting the architecture review committee's decisions to enforce the existing guidelines that the plates be painted.
• The board has asked the architecture review committee to develop a plan for soil treatment, seeding of grass, watering, and a plan for tree replacement. 
• During the painting of the parking spaces a few cars were towed. Discussion followed regarding effected residents, and an appropriate response to their complaints.
• Funding for various landscaping tasks were approved.

Aug 2nd, 2004 (Board Meeting)

• The board will pursue receiving a reimbursement for a duplicate payment made to Martin Lawn Service, prior to having legal counsel send a letter.  
• Discussed Sewer Drain located at 7701 Marshall Heights Court - decided not paint or otherwise alter the drain pipe at this time and see if it becomes an issue.  Motion passed to spend the necessary to remove retaining wall around drain.
• Discussed erosion control and drainage issue associated with 2100-2114 Dominion Heights Court. The board  will review the situation and determine if they need to take immediate action or can wait until 2005 to address.
• Discussed all landscaping related issues indicated in e-mail from resident. Some of the suggestions will be executed; others will be tabled for the time being in order to stay within yearly budget.
• Discussed need for long term landscaping plan and the need to bring in a Landscape Architect/Co. to develop such a plan. Also discussed the desire to include homeowners in the decision making process by sending out a general solicitation for formation of Landscape Committee.
• Discussed annual Association picnic - target date is 9/18 with rain date of 9/25.
• Discussed security issues related to upcoming school year and Marshall High. The board will contact Officer Harrington at the school and invite him to attend a meeting as well as the Association picnic. 

Jun 14th, 2004 (Board Meeting)

• The ARC did an inspection of some of the houses in the neighborhood on June 13th. Notices will be sent to homeowners for houses that are in conflict with the architecture guidelines. 
• The board requested that a complete walk around the neighborhood be done once a month by our doggie station vendor to clean up waste. 
• Discussed the grounds contract in relationship to surrounding neighborhoods.  No expectation that the contracts are different
• Discussed repainting of lines for parking spots. Two bids were evaluated
• Retaining wall at the sewer drain was discussed. It was reported that the county would lower the manhole and re-grade if the association removes the retaining wall. Will acquire estimate for cost of removing the retaining wall. 
• Landscaping work approved to do tree stump removal, removal of juniper to be replaced with holly. 
• Wood chips for the tot lot was discussed. We need to add more chips because the existing ones have compacted.
• Expenditure approved to create electronic copies of homeowner's documents: Articles of Incorporation, Bylaws, Covenants & Restrictions.

May 17th, 2004 (Board Meeting)

• Received report of the progress related to the development of the adjacent property. It has been 3 years since contract was established on the property. Marshall Heights has a signed agreement on the easement for ingress/egress to the currently vacant property from/to Hutchison Grove Ct. The initial plan was to develop 10 units.  Current plan is of building 12 units.  Maximum density Fairfax County will allow in the 1.3 acre area is 16 units. Current footprint of homes are ~26' x 40'.   
• The ARC is working on a general plan for recurring duties and a long term plan (3-5 years). The long term plan being a wish list of enhancements. The ARC is focusing their attention in these main areas · Corner of Dominion Way and Dominion Road (by the big rock) · New front entrance sign · Marshall Heights Court and Dominion Way - flowerbed area 
• ARC is planning on doing an annual inspection in June. Periodic inspections to occur quarterly. 
• Discussed the crime prevention program. 
• Discussed the issue that was raised at the annual meeting related to erosion that has occurred in front of the houses along Dominion Heights Court. The resolution of this is the responsibilities of the homeowners. 
• Reviewed proposals for retaining wall replacements. 
• Decided to install flowers (annuals) around the neighborhood
• Discussed and agreed upon removing monkey bar and bench on Marshall Height Ct. and covering area with mulch. 
• Discussed the proposal for re-typing the association documents. 
• Numbering on curbs for reserved parking was discussed. It was not deemed a critical item at this point in time. It was brought to the board's attention that some spaces are larger than others (they have been measured). 
• Need to produce a monthly newsletter. The president assigned article responsibilities to board members and ARC committee

Apr 19th, 2004 (Board Meeting)

• Reviewed letter from homeowner concerning neighborhood problem of high school student's behavior in the neighborhood. Request was made of board to: - remove bench and climbing bars on Marshall Heights Court and other suggestions to reduce loitering.  Homeowners should  contact police or Marshall High School when fights/loitering issues arise. 
• Reviewed various landscaping proposals (e.g. declining pine trees, grind stumps, fallen retaining wall/railing in need of repair.  Approved landscaping/arbor care to fix these issues. 
• Other landscaping enhancements were discussed (e.g. eroded area needs bed line/trees, herbicide and mulch, remove juniper and replace with holly,  installing wood chips on tot lot, fallen tree, cut and remove ivy.  Evaluations need to be done before approving. 
• Discussed desire to have developer of adjoining property to trim or cut down trees that are overhanging the property lines. 
• Need to do community mailing, including a newsletter along with information about problems that have been encountered with students. Board members are encouraged to provide input and articles for the newsletter.

Mar 15th, 2004 (Board Meeting)

• Architecture violation appeals discussed.  Board would like schedule for spring inspections from ARC.  Need to look into Forest Green paint color differences
• Upon the association's request, the Fairfax County Police officer assigned at Marshall High School will come through area more often after school
• Bylaws amendments discussed.  Final version and proxies will be sent out to the association along with annual meeting announcement.
• Renewed fidelity Bond insurance coverage
• Arbor care proposal accepted to cut back problematic birch tree
• In process of negotiating price and terms of street cleaning proposal.  Work to be done ASAP and cars to be moved so that work can be thorough
• Drainage problem proposal tabled until April meeting
• Need to follow through on wobbly pavers around mailbox areas
• Need  to get pricing on dog poop pickup for the neighborhood grounds
• Letter to be sent to homeowner who is not cleaning up after dog

Feb 23rd, 2004 (Board Meeting)

• Discussed ARC violation notices that were sent out; spring inspection date to be set sometime in April 
• Board discussed failure of refund for double payment to lawn and landscaping vendor; Will attempt to collect monies
• Discussed ongoing issue of speeding along Dominion Way; county reviewed problem and denied request to implement speed slowing devices.  Will contact school, police and Supervisor Smith about speeding issue (need to watch it in the 20 minutes just before and after school)
• RFP's for the retaining wall work were approved
• Proposal approved for removal and replacement of pavers around all mailbox areas
• Will follow up with VDOT regarding fallen stop sign at corner of Dominion Way and Marshall Drive and missing street sign at top of Marshall Heights Ct.
• Discussed amendments to by-laws and the need to gather proxies for a special meeting to be held immediately following annual meeting. Amendments were sent to board members in email.
• Will check Marshall High School's availability for Monday, April 19th at 6:45 pm for annual meeting.
• Will get proposal for street cleaning.
• President stepped down from office.  Vice President will serve as Acting President until annual meeting.

Jan 12th, 2004 (Board Meeting)

• During Homeowner's Forum discussed the regulations for replacing a deck.  Reconfirmed with homeowner that architecture guidelines and the necessary forms are on the association website.
• Discussed traffic calming devices (aka speed bumps) for Dominion Way
• Discussed mailbox areas.  Going to get proposal for replacing concrete slabs with flagstone
• Update on front entrance sign: should be done soon (Feb/Mar)
• Referred regarding arbor care on Marshall Heights Ct. to ARC for their recommendations.  Additional bid is needed for comparison purposes 
• Discussed Dominion VA Power's pilot program- MHHA to "opt-in" to compare costs
• Discussed Marshall High school teenagers- and  complaints about kids from the school loitering.  Homeowners are encouraged to call the school if the behavior is occurring during school hours (7-2:30) and to call the police if the behavior is occurring before or after school hours
• Police report: Attempted break-in on Dominion Heights Court
• The president of the association will resign in April, 2004 due to moving out of the area
• The board asked ARC to review large signs at entrances to streets to see if they are needed
• The abandoned home on the adjacent "to-be-developed" property has been destroyed and removed
• Discussion of the results of the special meeting to raise assessments by $20 per quarter. The quorum requirements had been met, and the increased was approved by the membership. 
• Discussion proceeded regarding conversations with owners who had attended the second session of the special meeting, regarding the fact that the common property trees -- particularly the pines -- are the source of complaints from residents. Upon completion of the reserve study, which will give a better picture of the financial status, the Board will discuss options for a "phased" tree replacement program, to be presented to the membership at the Annual Meeting. 
• Waste will be removed from the doggie stations every other week. 
• Final 2004 budget review and approved
• Resolution was passed regarding procedures and assessment amounts for violations of the architectural guidelines.